Documentation Requirements

Guidelines for Documentation

  1. Must be recent and be updated as requested by the office. If the student's condition is a chronic and/or changing condition, the student must provide updated documentation so that an accurate picture of the students functioning can be established and so that their accommodations can be adjusted accordingly.
  2. Documentation should describe the student’s functional limitations and restrictions due to their disability or condition, provide a diagnosis where possible with the student’s permission, note how the condition manifests and its effect/impact on academic performance. The documentation must be thorough enough to support the accommodations being considered.
  3. A licensed professional, qualified in the appropriate specialty area, should provide documentation.
  4. A list of prescribed medications, possible side effects and effect on academic performance is strongly recommended.
  5. Permission to consult with the practitioner who supplied the documentation may be required.
  6. The specialist must use their office stamp on the Certificate of Disability or provide a signature on letterhead.
  7. An individual who is impartial must provide documentation, specifically someone not related to the student. The Certificate of Disability can be downloaded below:
    UTM Certificate of Disability

Documentation Guidelines for Specific Conditions

The following are broad guidelines for the types of documentation required by Accessibility Services for specific conditions in order to provide services.

Acquired Brain Injury

  • The UTM Certificate of Disability completed by your physician/specialist stating the nature and impact of the disability including difficulties experienced and recommended accommodations.
  • A copy of a neuro-psychological assessment.
  • A letter from your high school citing the accommodations received (if applicable).

Autism Spectrum Disorder

  • A copy of a recent comprehensive psychoeducational assessment (no older than five [5] years old or completed at age eighteen or later)

    and/or
     
  • A UTM Certificate of Disability completed by a health care practitioner who is familiar with the disability; your disability falls within their scope of practice and who is licensed to make a diagnosis. Documentation must indicate adult functional impacts of ASD and recommended accommodations/strategies. As such, updated documentation may be necessary. 

    Please review the ASD Documentation Requirements and ASD Assessors' Assessment Documentation Checklist (PDF) for further information.
     

  • If applicable, a copy of the most recent Individual Education Plan (IEP), or letter from your high school citing the accommodations received.

    Note: IEPs can be submitted as additional documentation, but do not suffice on their own for full documentation or full accommodations.
     

Attention Deficit / Hyperactivity Disorder (ADHD)

  • A copy of a recent comprehensive psychoeducational assessment (no older than five [5] years old or completed at age eighteen or later)

    and/or
     
  • A UTM Certificate of Disability including the criteria for ADHD, completed by a health care practitioner who is familiar with the disability; your disability falls within their scope of practice and who is licensed to make a diagnosis. Documentation must indicate adult functional impacts of ADHD and recommended accommodations/strategies. As such, updated documentation may be necessary. Please review the ADHD Assessors’ Assessment Documentation Checklist (PDF) for further information. 
     
  • If applicable, a copy of the most recent Individual Education Plan (IEP), or letter from your high school citing the accommodations received.
  • If applicable, a copy of the most recent ADHD Checklist/Screeners administered.
  • Note: IEPs and ADHD Checklists/Screeners can be submitted as additional documentation, but do not suffice on their own for full documentation or full accommodations.
     

Visual Disability

  • The UTM Certificate of Disability which includes the nature of the disability, visual acuity, difficulties experienced, and recommended accommodations.
  • An Individual Education Plan or letter from your high school citing the accommodations received (if applicable).
     

Chronic Medical Disability

  • The UTM Certificate of Disability completed by your physician/specialist stating the nature and impact of the disability including difficulties experienced, recommended accommodations, medications and any side effects.
  • An Individual Education Plan or letter from your high school citing the accommodations received (if applicable).
     

Deaf, Deafened or Hard of Hearing

  • A copy of a recent audiogram (within one year), which includes the nature of the disability, degree, configuration of loss, difficulties experienced, and recommended accommodations.
  • The UTM Certificate of Disability completed by your audiologist.
  • An Individual Education Plan or letter from your high school citing the accommodations received (if applicable).
     

Functional / Fine Motor Disability

  • The UTM Certificate of Disability completed by your physician/specialist stating the nature and impact of the disability including difficulties experienced, recommended accommodations, medications and any side effects.
  • An Individual Education Plan or letter from your high school citing the accommodations received (if applicable).
     

Learning Disability

  • Copy of a recent comprehensive psychoeducational assessment (no older than five [5] years old or completed at age eighteen or later) stating the nature of the learning disability, all test scores, a description of the academic difficulties resulting from the disability, and recommended accommodations.
  • If applicable, a copy of the most recent Individual Education Plan (IEP), or letter from your high school citing the accommodations received.
  • Note: IEPs can be submitted as additional documentation, but do not suffice on their own for full documentation or full accommodations.
  • Accessibility Services can provide you with testing if required. Please book an appointment by calling 905-569-4699 as soon as possible.
     

Mental Health Disability

  • The UTM Certificate of Disability from a psychologist, psychiatrist, or family doctor stating the nature of the disability, characteristics of the disability, difficulties experienced, medication and side effects, and recommended accommodations/strategies.
  • An Individual Education Plan or letter from your high school citing the accommodations received (if applicable).
     

Mobility Disability

  • The UTM Certificate of Disability, that includes the nature of the disability, description of difficulties experienced, and recommended accommodations.
  • An Individual Education Plan or letter from your high school citing the accommodations received (if applicable).
     

Temporary Disability

  • The UTM Certificate of Disability, which includes the nature of the disability, description of difficulties experienced, and recommended accommodations.
  • An Individual Education Plan or letter from your high school citing the accommodations received (if applicable).
     

Not sure if you have a disability?

We can work with you if you suspect you have a disability or are in the process of obtaining documentation.

Accessibility Services does not provide services to diagnose disabilities but we can review with you any difficulties you are experiencing and, if appropriate, suggest referrals for assessment.

Contact our front desk to at access.utm@utoronto.ca or call 905-569-4366 to discuss next steps.